Authorisation Workflows can be viewed, edited and created within Admin > Authorisation Workflows.
All Authorisation Workflows are displayed in a grid view displaying:
Workflow Title
Workflow Type (Vacancy or Hire)
Active status
Assign to Vacancies
This displays the filter settings that will be used when deciding whether to assign the workflow
Authorisation Stages
This lists all the stages in use within the workflow
Number of stages
To edit an existing Authorisation Workflow, click the Title.
To create a new one, click New within the Toolbar.
Workflow Configuration
The Workflow Configuration is where you can customise the settings of existing workflows, or specify how your new workflow is going to work, using the following fields:
Title – This the name of the workflow and will be visible when selecting this against vacancy or placement records. The title needs to be concise and clear, to ensure that it is selected for the correct records.
Type – Type determines whether the workflow is available against Vacancies or Placements. This cannot be changed once filters and transitions have been added, so ensure this is set correctly at point of creation.
Description – This field allows you to add some additional details, which are then displayed when the workflow is selected. This is a great opportunity to describe the workflow in your own language, to help when applying the workflow to different records or templates.
Active – The tick box will apply this workflow to any records that meet the criteria, set within the filter. This allows you to deactivate or archive old workflows.
Allow Fast Tracking – When selected, if the Hiring Manager creating the Vacancy or Hire is selected as an Authoriser, they can authorise the request immediately, skipping any authorisations stages that would come before them in the workflow. This setting automatically includes self authorisation (below)
Self Authorisation - When selected, if the manager raising the request has the position type of a selectable authoriser, they can select themselves to authorise the appropriate stage. This option is hidden where Allow Fast Tracking is selected as it is incorporated into that setting.
Assign to Vacancies / Create Filter – Here you will create a filter that tells Eploy under what circumstances this authorisation workflow should be used.
Create Filter
The Advanced Filter is used to specify the circumstances which, when satisfied, would result in this Authorisation Workflow being applied.
Your filter can include:
Fields related to the Vacancy, Organisation and Contact. Filters for Hire Authorisation Workflows can also include Hire and Candidate fields
With or Without specified Activity e.g. with or without specified file attachments
Tips for filtering
Authorisation Workflows need to be mutually exclusive - your filter should be configured to remove the possibility of any overlap. Failing to do this will result in an error when Eploy attempts to assign an authorisation workflow to a Vacancy or Hire.
When filtering using a drop down list, you can filter by options to exclude as well as options to include e.g. Recruitment Workflow DOES NOT HAVE Workflow 1, 2 or 3.
Wherever possible, do not use free text fields within your filter (e.g. Vacancy Title). You'll be relying on the text within the field being an exact match of the text used within the filter. Consider adding a Custom Field to your Vacancy or Hire record instead that can be used for filtering purposes
Use Field Groups to capture multiple IF statements within a single filter - this can be useful if you have several identical Authorisation Workflows with different filters triggering each workflow
You can include information contained within the Contact Record of the manager creating the Vacancy or Hire within your Filter. For example, sending Vacancies raised by a Head of Department down a different path than those raised by a subordinate.